Executive Assistant, Office of The Registrar

4 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Office of the Registrar i**s currently seeking a full-time regular **Executive Assistant**.

Reporting to the Manager, Convocation and Office Operations, the Executive Assistant provides senior level administrative support to the Registrar across all aspects of academic operations. The incumbent supports the organized and efficient function of central operations within the Office of the Registrar. Work includes specific issues management, liaising and communicating with the University community, managing workflow, facilitating effective office functions, and coordinating the calendars and day-to-day activities of all senior positions in the Office of the Registrar. The impact of error is high as inaccurate advice or information has serious consequences for the reputation of the University. This position is in-person, located on Main Campus and works 35 hours a week from Monday to Friday, and there is the need to work outside of regular hours on occasion.

**Summary of Key Responsibilities** (job functions include but are not limited to):
Administrative Support
- Coordinates the workflow and smooth operation of the support functions involved in coordinating the schedule and day-to-day activities of the Registrar, taking into account long-term planning and anticipation of key events, along with strategic blocking of time for critical planning activities.
- Coordinates the calendars for the Senior Team members in the Office of the Registrar.
- Proactively coordinates meetings, prepares agendas, takes minutes and follows up on action items on behalf of the Registrar and members of the Senior Team.
- Ensures the Registrar is well informed regarding itineraries, venues, and meeting participants, and works proactively to develop briefing notes and ensure that supporting documents are gathered in advance.
- Coordinates the delivery of critical documents and confidential information reviewed and/or authored by the Registrar to the appropriate parties by identified deadlines.
- Attends meetings as requested to record action items and decisions, and follows up to ensure timely and appropriate action is taken on commitments.
- Acts as the notetaker for RO working groups and committees as required.
- Manages travel bookings and arrangements including the submission of expenses and receipts, and other related activities.
- Develops and maintains an efficient electronic filing system for accurate retention of documents and assists in the timely provision and management of electronic filing systems to support effective access to records.
- Liaises with external stakeholders such as secondary and post-secondary institutions, parents and members of the public.

Academic Operations Communications
- Triages questions for the Registrar / Office of the Registrar in communication with students, faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff.
- Drafts and sends basic responses on behalf of the Registrar to inquiries from the University community including faculty members, staff and students.
- Ensures information requests are handled appropriately with highly developed judgment and communication skills in a timely manner and in compliance with the Freedom of Information and Protection of Privacy Act.
- Produces time-sensitive documents and correspondence within tight deadlines.
- Develops and maintains positive working relationships with University contacts and external stakeholders.
- Maintains the Office of the Registrar website in consultation with the Marketing and Communications Manager.

Office Administration
- Maintaining office procedures, manuals and safety documentation including documentation required for Occupational Health and Safety.
- Maintaining up to date organizational charts and internal contact lists.
- Maintaining the regular schedule of team meetings.
- Ordering office supplies.
- Serves a point of contact for security inquiries and Facilities with regards to general maintenance requirements and renovations within the Office of the Registrar.
- Coordinates the onboarding process for new team members, including requesting and updating staff access lists.
- Ensures a generally clean and organized work environment throughout the Office of the Registrar, including storage areas.
- Identifies issues and opportunities that may arise within the Office of the Registrar, and researches and collects data to identify possible solutions.
- Provides support with preparing and monitoring budgets.
- This includes preparing invoices, processing payments, updating budget reports, investigating expenses etc. and maintaining membership in professional registrar associations.
- Coordinates and manages information and content for the SharePoint or shared network site.

**Qualifications / Requirements**:

- Related University degree with 3-5 years of progressively responsible experience in a senior secretarial/administrative role, ideall

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